FAQs

ONLINE FORMS

I tried to register, but my IRS number isn't working.

Our system checks your legal status with the IRS. If your agency isn't active with the IRS, you won't be allowed access to our system. If you are experiencing difficulty with your tax identification number, please try the system three times. If it still does not accept your tax identification number, please contact the IRS.

Our system connects directly with the IRS database. If you are a newer organization, you may have to wait 3 – 6 months to apply to allow the IRS database to be updated.

If you are a fiscal sponsor for another organization's grant, click here for our fiscal sponsorship guidance.

Religious organizations who meet our Grants & Gifts to Religious Affiliated Groups or Organizations Investment Policy and government agencies in Polk and Yamhill who do not have IRS numbers need to e-mail us to get access to our system.

What's my log-in?

Your default log-in is the e-mail address you first registered with.

Once you begin an application process with us, you'll need to use the same account to access the application. You may change your e-mail login and password details online.

We do not have access to your account, so please make sure all relevant people working on the application know the login and password.

We recommend that the staff beginning the application share the login information with other staff to ensure the ability to complete the application in the event of an emergency or staff turnover.

In the event of an emergency or staff turnover, SMCF can transfer the login account to another user if necessary. Please contact SMCF staff to request this transfer.

If you are a contract grant writer, either notify the applicant agency about your login information or have each organization that you work for set up an email account within their system for your use.

Please carefully spell your email address. If you type it incorrectly, our system will be unable to contact you.

Do I really need to use the online system? Can't I just send e-mail or mail it to you?

You must submit your letter of inquiry and project budget via the online system.

For the full grant application some components must use the online system, other components may be e-mailed or sent USPS. To ensure a clear record and to help us process your application we recommend using the online system as much as possible. Print the grant application checklist to use as a guide to know what must be uploaded via the online system and what can be submitted via USPS. Remember that all application documents must be in our office by 5:00 p.m. on the final acceptance date. Postmarks are not considered.

Why can't I upload my files?

Check what types of files you are trying to upload. Our online system accepts documents with the following file extensions:

• .doc
• .xls
• .docx
• .xlsx
• .pdf

FINANCIAL QUESTIONS

We are a small organization using a fiscal agent. What do we need to be aware of when partnering with them?

We consider your fiscal agent to be the applicant organization. We need to have all of the required templates such as the organization budget, income statement, balance sheet, audited financials, board roster and IRS 990 from the fiscal agent organization because they are the applicant organization. Please visit our Fiscal Sponsorship Guidance page.

How frequently can my organization get a grant from SMCF?

Your organization may only have one grant with SMCF at a time. Once your final report has been accepted by the Fund you may apply again. You can apply every 12 months, but because of processing times grants organizations will get a grant every 15 months at a maximum. Please do not rely on us for ongoing program funding

How do I get all the financial statements you need?

Please consult with your bookkeeper or accounting firm to obtain clear, accurate financial information. Grants without complete, current financial statements are not considered. Copies of bank statements are not considered financials. You can search for sample balance statements and profit and loss statements on the internet or view our samples.

GENERAL GRANT QUESTIONS

My application is almost ready, can I get some more time?

We have regular funding rounds and do not provide extensions. Proposals and Letters of Inquiry that are received after the final acceptance date will be reviewed in the next funding round. If we receive an incomplete submission we will ask you to complete it for consideration in the next round.

Can you fund projects in other counties?

The counties we fund are mandated by the Tribe's gaming compact with the State of Oregon and are not negotiable.

If your organization's headquarters are located outside of these 11 counties but the services performed will be in the 11 county service area AND serve citizens of those counties, your organization may be eligible to apply for funding.

If your project will serve multiple counties (inside and outside of our 11 county region), focus your grant application only on the counties in our service area. Our funds can not be used to help supplement projects outside of our service area.

Our project serves multiple eligible counties, how do I pick a primary county?

When choosing a county where your project will serve multiple SMCF counties, pick the county where the highest number of participants will be served.

Why do you fund Government agencies in Polk and Yamhill?

In the spirit of Potlatch we will fund these agencies because they are located near the Confederated Tribes of Grand Ronde’s reservation. Government agencies located outside of these two counties are not eligible to apply for funding so that we can focus our efforts on non-profit organizations.

Are there specific targets by category and geographical service areas that get priority funding?

No. We respond to the grants received in each funding round. We cannot choose your category for you, so pick the category that best fits your project and write your grant to that project. Do not choose Historic Preservation and write your grant about Education.

Why do you only fund in specified counties and categories?

The Tribe's compact with the State of Oregon that regulates the operation of Spirit Mountain Casino designates the counties and categories that we fund. The compact also restricts our ability to fund government agencies to Polk and Yamhill County. A portion of the compact regulates the creation and operation of Spirit Mountain Community Fund.

How would I know if my project is something you are likely to fund?

Thoroughly review the application guidelines on our web site. Then look at our past funding by reviewing our grants page. If after reviewing the information you feel your project fits our funding criteria, submit a letter of inquiry. We use the letter of inquiry process to give you feedback on your project and budget. We do not discuss the viability of specific projects before the letter of inquiry.

We encourage you to select projects that meet the primary goals or objectives of your organization's strategic plan.

Can't you just renew our funding?

The Spirit Mountain Community Fund does not automatically fund or renew grants. All grants must submit a Letter of Inquiry and, if invited to do so, a full grant application. Previous funding does not guarantee future funding.

Can representatives of an organization make a presentation to the Board of Trustees?

Sadly no, we receive too many requests to allow this.

How important is it to match the needs of the grant application to the criteria of Spirit Mountain Community Fund?

All criteria must be met.

Clearly explain how you meet our criteria and answer all questions. We prefer short, clear answers. Tell us enough to understand your organization, your project and your ability to manage and successfully implement the project. Please don't give us more information than we need and be careful not to duplicate your information.

May I obtain a copy of Spirit Mountain Community Fund's annual report?

Yes. Please refer to our Annual Reports page where you can download PDFs of our Annual reports.

How often does the Board of Trustees meet?

The Board of Trustees meet to review grant applications about 8 times a year. These meetings are not open to the public and meeting times are not released. Large grant requests are reviewed quarterly and small grants are reviewed eight times a year.